| Job Description: |
Development Team Support
- Prepare reimbursement expense reports and Wells Fargo payment requests for the Executive Director and other members of the WCB Advancement team.
- Process and track gifts and donations according to office policies. Compile and send weekly gift reports to each Fund Administrator for the respective unit(s).
- Act as liaison between various offices and departments within the Warrington College and the UF Foundation, Inc., coordinating work and sharing appropriate information.
- Process various forms as needed, including obtaining necessary signatures. Forms include but are not limited to, corporate invoicing, fund creation/revision forms, gift agreements, asset transmittals, and fund transfers.
- Draft business correspondence with minor editing by others. Initiate correspondence as necessary to ensure the efficient and timely flow of information within the college and Development Office.
- Enter information into the database (Ascend) to update contact information and record fundraising activities.
- Request reports from the UF Foundation, Inc. and distribute them appropriately. Reports include but are not limited to monthly updated fund lists from UFF Accounting and data requests from Computing.
- Supply detailed and updated information about funds to Development Officers, Fund Administrators, Dean, Associate Deans, and Chairs as requested.
- Work with directors in the implementation of fundraising mailing appeals for various departments of the college. This includes but is not limited to, the preparation of pledge forms and the compilation of data.
- Research information as assigned and maintain files on the data.
- Prepare reports as requested, ensuring accuracy of data and clarity of presentation.
- Coordinate all aspects of bulk mailings.
- Converse with donors, prospects, and others appropriately and professionally.
- Maintain confidentiality of all information entrusted to this position.
- Prepare and coordinate documents for college leadership briefings, including bios for alumni/prospects/donors, itineraries, meeting minutes, and correspondence.
- Assist with campus visits and securing parking for guests.
Administrative Support
- Answer phones for WCB Development Office and route appropriately. Take messages when necessary and forward them via email to the appropriate staff.
- Ensure office supplies are organized and sufficiently stocked.
- Liaise between Office of Advancement and equipment and repair departments (Xerox, Computers, phones).
- Process all incoming and outgoing correspondence and information efficiently, ensuring all items are mailed and charged to the appropriate fund. To include FedEx and UPS, as required.
- Prepare disbursement requests for pending invoices.
- Maintain appointments and calendars for the Development team as requested, including scheduling meetings, tracking appointments, and providing information pertaining to meetings. Keep abreast of daily, weekly, and monthly schedules. Assist with communication regarding calendar changes. Monitor calendars for other members of the office.
- Keep messages and ensure individuals are informed of all messages or appointment changes.
- Coordinate travel arrangements, including airline/hotel/dinner reservations, car rental, directions, etc., for WCB Development purposes as needed.
- Create labels via mail merge or individually as needed by Directors (i.e., visit follow-up notes, birthday cards, etc.)
- Create and manage nametags for events, or as needed by Advancement team.
- Pick up and deliver items throughout the campus either by car, if available, or by walking.
- Organize and maintain alphabetical and chronological files and records of correspondence, reports, and other materials on the network, as required.
- Order/maintain adequate quantities of publications and stationery including, but not limited to, brochures, business cards, and note cards.
- Serve as backup support for the Dean’s administrative office as needed.
Project Management
- Prioritize multiple projects and plan and execute strategies of projects; effectively communicate project progress and timelines.
- Ensure project deliverables are met.
- Help prepare major gift concept papers and proposals in collaboration with development team.
- Assist with planning and executing WCOB events as needed.
- Conduct research and reporting tasks related to prospect/donor information including, but not limited to, maintaining accurate records, fundraising and campaign performance, and communication of constituent data (including giving and biographical records).
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| Preferred: |
The ideal candidate will possess:
- The ability to work strategically, develop and implement constituency programs and activities, along with a talent for motivating volunteers.
- The ability to meet deadlines, be self- motivated, and work independently.
- Accuracy, attention to detail and a customer service-oriented attitude.
- Trustable with public and private funds.
- Ability to work collaboratively and a team player.
- Competency in problem solving.
- Ability to set up for events including moving/lifting tables, chairs, boxes of supplies, etc. (required).
- Ability to deliver materials by walking and driving (required).
- Exceptional written and verbal communication skills, strong interpersonal abilities, and the capacity to engage effectively and collaboratively with a wide range of individuals are essential.
- A commitment to and support for workplace inclusion in all its forms; demonstrated success collaborating with stakeholders; strong project management skills; experience in a data-driven environment; excellent organizational abilities.
- Proficient in the following areas: Windows operating systems, Microsoft Word, Excel, Power Point, and Access, as well as internet browsers and email platforms. Familiarity with donor databases, contact management systems, and tracking systems is also highly preferred.
- Demonstrated understanding of college programs and the mission of higher education, along with exceptional presentation and interpersonal communication skills.
- The ability and willingness to travel. A valid driver license and good driving record are essential.
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